Automatic Statement Generation and Sending

You can configure your account to automatically generate and email monthly statements to your clients on a specified date of the following month. Additionally, you can choose customized email templates to accompany the statement link and PDF file attachment. This feature can be disabled for clients who do not require monthly statements. 

In this article: 

• Automatic Monthly Statement Settings
• Client Profile Monthly Statement Settings
• Which clients receive an automatic monthly statement?
• Which statement type do automatic statements use?
• Can automatic statements go only to clients with an outstanding balance?

Automatic Monthly Statements Settings 

In Zanda, you can set up your monthly statements to be generated automatically on a specific day of the following month. Here is how

1. Go to User Menu > Account Settings > Billing > Invoicing. 

2. On the right-hand side of the invoicing settings page, scroll down to the 'Statement Settings' section.

3. Toggle on the 'Enable Automatic Statement Generation' switch to enable this feature. 

4. Select the day of the following month you would like the Statement created. You can choose any day from the 1st to the 21st. Later days, including the last day of the month, are not among the available choices. To have statements created as soon as possible after month end, choose the 1st.

5. Toggle on 'Enable Automatic Emailing of Generated Statements' if you would like your Statements to be automatically sent to the client after they are created. 

6. Select the email template that includes the merge field {StatementPDFLink}* or {StatementPDFAttachment}* you would like be sent. The generated link will be valid for 7 days upon creation. 

7. Toggle on 'Enable Statements For All Clients' if you would like to turn on this setting for all clients. You can also update this setting per client in their client profile in their billing setup.  

8. Once all the settings are selected, click 'Save Changes'. 
   
   

💡Note: When automatic statements are sent:

Execution Time: 2:00 PM (14:00) local time for the account.

• How it works: the automation check runs daily at 2:00 PM local time for accounts, but only generates the Statement automation if the current day matches the account's specific Statement Generation Day.

Client Profile Monthly Statement Settings 

It is possible to modify a specific client's monthly statement settings if they are different from your account overall automatic settings. 

Use these client-level settings when a client should not receive automatic statement emails, including when you are archiving a client profile and want to stop statement generation or statement emailing for that client. 

The client-level statement settings stay greyed out until the matching account settings are switched on under User Menu > Account Settings > Billing > Invoicing. Turn the account settings on first, then adjust individual clients.

1. Go to the profile of the client that you would like to adjust the settings for > Billing > Billing setup. 

2. Toggle the settings off for 'Automatically Generate Monthly Statements' if you would like to turn off statement generation so that monthly statements are not created for this client. Please note that both settings will turn off in this case. 

3. You may still have the automatic generation of a statement enabled for this client, but not select to email it automatically. To do so, toggle off 'Email Generated Statements'.

4. Click 'Save Changes'. 

Which clients receive an automatic monthly statement?

Once automatic statements are switched on, Zanda creates a statement on your chosen day for every client who has both the account setting and their own client-level setting turned on, and who had billing activity in the previous calendar month.

Billing activity means any of the following, dated in the previous calendar month:

• an invoice item,
• a payment allocated to one of their invoices, or
• a payment received on their account.

If a client had none of these, no statement is created for them and nothing is emailed. You will not get a blank or zero-value statement for a quiet month.

It is billing activity, not invoices alone. A client with no new invoices last month but a payment received in that month still gets a statement.

The statement always covers the previous calendar month, and that period is not adjustable on the automation.

What does not affect automatic statements

• Client Status. A client's status (for example On Hold or Closed ) is a tracking and reporting label. It is not a condition on the statement automation, so a client keeps receiving automatic statements whatever their status, as long as their statement settings are on.
• Archiving. Archiving a client hides their profile from searches and stops appointment reminders and other automation communication, but it does not stop automatic statements. If you do not want statements created or emailed for a client you are archiving, turn their statement settings off in Billing > Billing setup first.

To stop automatic statements for a client, turn off their client-level settings as described above.

Which statement type do automatic statements use?

Automatic monthly statements are always Activity statements. An Activity statement lists the invoice items and the payments dated in the previous calendar month, so the client sees both what they were charged and what they paid.

The choice between Activity and Outstanding Invoices is made on the New Statement screen when you create a statement yourself. It is not part of the automation. There is no statement type option in Statement Settings, in a client's Billing setup, or on the statement email template.

Can automatic statements go only to clients with an outstanding balance?

No. Automatic statements are not filtered by what a client owes. Every client who has both statement settings switched on, and who had billing activity in the previous calendar month, receives one, whether their account is paid up or not.

So a client who attended and paid in full still receives a statement, and it is not blank. It lists that month's invoice items and the payments made against them. The only case where nothing is created and nothing is emailed is a client with no billing activity at all in that month.

If you want to reach only the clients who still owe you money, create those statements yourself and choose the Outstanding Invoices type on the New Statement screen. See Creating Statements Billed to Clients.